Agenda, decisions and minutes

At this point, members are asked to declare any personal or prejudicial interests they may have in the business on this agenda.

Members were invited to declare at this point in the meeting any personal or prejudicial interests they might have in the business on the agenda.

Cllr Healey declared a personal non prejudicial interest in Agenda Item 6 (Minute 15 refers) as an employee in the IT industry.

To approve and sign the minutes of the meeting of the Executive Member for Corporate Services and Advisory Panel held on 8 June 2007.

At this point in the meeting members of the public who have registered their wish to speak regarding an item on the agenda or an issue within the Executive Member’s remit can do so.  The deadline for registering is Monday 23 July 2007, at 5.00 pm.

It was reported that there had been no registrations to speak under the Council’s Public Participation scheme.

The report outlines the findings of a building survey of the Guildhall complex and considers the short, medium and long term strategy for the building.

Advice of the Advisory Panel

That the Executive Member be advised:

 (i)           That the Corporate Landlord be directed to review, consider and present options for the future use and management of the Guildhall, and that the review should include the issues identified in the body of this report;

(ii)           That the Corporate Landlord be directed to prepare a business plan that takes account of the review and includes a medium to long-term plan for investment in this building complex;

(iii)                   That Option A be recommended as their preferred option for responding to identified repair and maintenance needs.

(iv)                    That Option A be recommended as their preferred option for responding to identified DDA needs.

(v)                      That the upgrading of the incoming mains and additional power sockets to the main hall be recommended as their preferred option for responding to identified minor improvement needs.

(vi)                    That the cost of hiring sound systems for the Guildhall and whether any funds would be available to purchase a new sound system be investigated.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To discharge the council’s immediate and statutory maintenance requirements until the Corporate Landlord presents the report on the medium to long term strategy of the building.                  

To discharge the council’s immediate and statutory DDA requirements until the Corporate Landlord presents the report on the medium to long term strategy of the building.

To improve the health and safety and user experience of the Guildhall. Other enhancements should be deferred until the medium to long term strategy of the building has been agreed.

Members considered a report which outlined the findings of a building survey of the Guildhall complex and considered the short, medium and long term strategy for the building.

The report advised Members that they would have to consider the short-term strategy (3 years) and the medium to long-term strategy for the Guildhall complex. As part of the short term strategy, Members considered the three identified needs of this building complex and the options available:-

1.            Options for Repair and Maintenance

o       A - Priority 1 works only

o       B - Priority 1 and 2 works

o       C – Priority 1 and a selection of those listed under priority 2 in annex A

2.            Options for DDA requirements

o       A – Priority 1 works only

o       B – Priority 1 and 2 works

o       C – A selection of works from those listed under priority 1 and 2 in annex B

3.                  Options for minor improvements to support current levels of use

o       A – Do nothing

o       B – Do all of the works identified in Table 3

o       C – Do a selection of works from those listed in Table 3 in the report

Members queried about the type, operation and costings of the lifts that would be replacing the existing platform lift and ramp, and whether they would be aiming for level 3 inclusion or higher. Officers reported that they would investigate the proposed new lifts and why the existing platform lift and ramp were not up to DDA standards, and email Members with their findings.

Advice of the Advisory Panel

That the Executive Member be advised:

 (i)           That the Corporate Landlord be directed to review, consider and present options for the future use and management of the Guildhall, and that the review should include the issues identified in the body of this report;

(ii)           That the Corporate Landlord be directed to prepare a business plan that takes account of the review and includes a medium to long-term plan for investment in this building complex;

(iii)                   That Option A be recommended as their preferred option for responding to identified repair and maintenance needs.

(iv)                    That Option A be recommended as their preferred option for responding to identified DDA needs.

(v)                      That the upgrading of the incoming mains and additional power sockets to the main hall be recommended as their preferred option for responding to identified minor improvement needs.

(vi)                    That the cost of hiring sound systems for the Guildhall and whether any funds would be available to purchase a new sound system be investigated.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To discharge the council’s immediate and statutory maintenance requirements until the Corporate Landlord presents the report on the medium to long term strategy of the building.                  

To discharge the council’s immediate and statutory DDA requirements until the Corporate Landlord presents the report on the medium to long term strategy of the building.

To improve the  ...  view the full minutes text for item 13.

This report updates the Executive Member on Treasury Management performance for 2006/07 compared against the budget taken to Council on 01 March 2006.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)                 That the 2006/07 performance of the Treasury Management activity, movements on the Venture Fund and the Treasury Management Outturn be noted;

(ii)               That the movements in the Prudential Indicators be noted;

(iii)             That the revised Treasury Management Policy and Practices statement as set out in Annexes E and F be approved

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  In order to comply with the CIPFA Treasury Management in Public Services Code of Practice.

Members considered a report which updated the Executive Member on Treasury Management performance for 2006/07 compared against the budget taken to Council on 01 March 2006.

Treasury Management activity was contained within the Corporate Budget, which was approved prior to outturn at £6,740k for 2006/07. The outturn was £6,280k, this results in an under spend of £460k which had been reported as part of the overall outturn report in June.

The Treasury Management in the Public Services Code of Practice recommended that Local Authorities annually review and update where necessary their Treasury Management Policy Statement and Practices. These updated documents were attached in Annex E and F. The Executive Member was requested to approve the adoption of the revised Treasury Management Policy and Practices set out in Annexes E and F, as required by CIPFA in its Treasury Management in the Public Services Code of Practice. Adopting the Policy and Practices and approval by an Executive Member was recognised as best practice and failure to adopt could result in an adverse Comprehensive Performance Assessment (CPA) score.

Members highlighted that it would be useful to have the absolute figures, with percentages, regarding the level of borrowing.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)                 That the 2006/07 performance of the Treasury Management activity, movements on the Venture Fund and the Treasury Management Outturn be noted;

(ii)               That the movements in the Prudential Indicators be noted;

(iii)             That the revised Treasury Management Policy and Practices statement as set out in Annexes E and F be approved.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  In order to comply with the CIPFA Treasury Management in Public Services Code of Practice.

The purpose of this report and presentation is to provide Members with an update on progress and plans for the FMS Project.

Advice of Advisory Panel

That the Executive Member be advised:

(i)                 That the progress made to date on the FMS Project be noted and the continuation of this project be supported.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  This needs to be done to ensure full business continuity and to facilitate improvements in the way we work as a Council as set out in the Corporate Priorities.

Members received a report and presentation which provided Members with an update on progress and plans for the FMS Project.

The current FMS was provided by Civica and was called Powersolve.  A Development Plan Bid for a straightforward replacement was approved in 2004/2005. A further draft bid covering additional requirements that had arisen since the original submission was made had been submitted for consideration as part of the 2008/2009 IT Development Plan.

The presentation covered the following areas:

• Background and Core System
• Opportunities regarding User Friendly, Interfaces, Standardise Business Processes, Workflow, Current Technology
• Users are Involved
• Where are We Now
• How Evaluation is Done
• Scoring Functionality Services and Technical
• Future Timetable

Officers provided an update on the selection process and reported that their target remained that the system would go live in Summer 2008.

Members queried whether they would be able to view the accounts and have reports generated on the new system. Officers reported that Members might be able to have reports produced and view the accounts at a summary level, and that hopefully one of the suppliers might provide this facility already.

Members questioned whether it was possible to piggyback onto a system used by another council. Officers reported that no other council had the same pattern as York and that no expressions of interest had been received from suppliers providing such an approach.

Advice of Advisory Panel

That the Executive Member be advised:

(i)                 That the progress made to date on the FMS Project be noted and the continuation of this project be supported.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  This needs to be done to ensure full business continuity and to facilitate improvements in the way we work as a Council as set out in the Corporate Priorities.